How are documents for Bulgarian companies operating in Denmark legalized

Denmark is one of the most dynamic economies in Northern Europe, characterized by a stable business environment, high purchasing power, and modern infrastructure. As a member of the European Union, the country offers free access to the single market, which is especially valuable for Bulgarian companies looking to expand beyond Bulgaria. Danish consumers and businesses are open to international partnerships, yet at the same time extremely demanding when it comes to quality and transparency. The high standard of living and strict regulations make Denmark an attractive but competitive market where every detail of the documentation is crucial for trust and long-term relationships.

For Bulgarian firms this means access to a stable market with over 5.8 million consumers and the opportunity to collaborate with some of the most innovative European companies in sectors such as IT, green energy, pharmaceuticals, construction, and logistics.

1. When Danish institutions and partners require legalized documents

Bulgarian companies that want to operate in Denmark must provide various documents—both to state institutions and to private partners. Legalization is required in the following situations:
• Registration of a company or branch in Denmark – articles of association, certificate of current status, and powers of attorney are required.
• Participation in public tenders – Danish public authorities mandatorily request legalized proof of legal capacity and financial standing.
• Concluding contracts with partners – to have legal force, translation and legalization of commercial contracts or certificates are often required.
• Posting employees – legalized social security certificates, employment contracts, and other HR documents.
• Customs and tax procedures – for export/import of goods and for VAT registration.

1.1. Benefits of a properly prepared document package

Proper preparation of documents brings a number of advantages for business:
• Time savings – reduces the risk of documents being returned and procedures being delayed.
• Increased trust – partners in Denmark gain confidence that they are working with a reliable company.
• Smooth participation in procedures – documents prepared to standard are accepted without objections.
• Risk minimization – prevents sanctions, refusals, or loss of business opportunities.

2. What legalization is and how it differs from translation

2.1. Translation vs. legalization: different goals, shared process

Translation and legalization are related but different steps:
• Translation – renders the content of the document into Danish or English so that it is understandable and usable by institutions and partners in Denmark.
• Legalization – certifies the authenticity of the original (signature, seal, issuing authority).
The sequence is always the same: first legalization of the document in Bulgaria, then official translation.

2.2. Apostille under the Hague Convention – applicability Bulgaria ↔ Denmark

Bulgaria and Denmark are parties to the 1961 Hague Convention. This means that for documents issued in Bulgaria and presented in Denmark, an apostille is sufficient. This stamp is affixed by the competent Bulgarian institutions and proves the authenticity of the document.

2.3. Consular legalization – when it is even discussed and why it is rarely needed

Consular legalization is required only for countries that are not part of the Hague Convention. Since Denmark is a party to it, this method is not applicable. In rare cases a partner may require an additional certification (for example, notarial certification of the translation), but consular legalization at a Danish embassy is not required.

2.4. Validity of legalized documents in Denmark

Once the document is legalized with an apostille and translated by a sworn translator, it has the same legal value as a document issued directly in Denmark. This means it can be used for:
• registration of companies and branches,
• participation in public procurement,
• concluding contracts,
• labor-law and tax procedures.

3. Most commonly required documents for Bulgarian companies in Denmark

3.1. Incorporation and corporate documents

• Articles of association or company agreement;
  • Certificate of current status from the Commercial Register;
  • Powers of attorney for company representatives.

3.2. Tax and accounting documents

• Certificates of tax registration and no liabilities;
  • Annual financial statements;
  • Accounting reports and confirmations of turnover.

3.3. Labor-law documents

• Employment contracts of employees who will work or be posted in Denmark;
  • Certificates of social security contributions;
  • Documents under the rules for posting of workers.

3.4. Commercial contracts, offers, certificates of origin and quality

• Commercial contracts between the Bulgarian and Danish parties;
  • Certificates of origin of goods;
  • Quality certificates proving compliance with standards.

3.5. Technical/sectoral certificates

• CE certificates for machinery and equipment;
  • ISO certificates for management systems;
  • Protocols from accredited laboratories.

4. Main steps in the process

The process of legalization and translation of documents for Denmark follows a clear logic but requires attention to detail. Each step must be carried out in the correct sequence so that the documents have full legal value.

4.1. Checking the requirements of the Danish authority/partner (always in writing)

Before you start preparing, the first and most important step is to clarify which documents are required and in what form. Danish institutions and business partners often provide written guidelines describing:
• what type of documents are needed (originals, copies, certificates),
• whether an apostille is required,
• the language of translation (Danish or English),
• the need for notarial certification.

4.1.1. When an apostille + official translation is sufficient

In most cases, documents are recognized if they are furnished with an apostille and an official translation. This applies to:
• corporate documents (articles of association, certificate of current status),
• accounting documents,
• commercial contracts and certificates of origin.

4.1.2. Additional requirements (notarial certification of the translation; specific formats)

Sometimes Danish institutions may request:
• notarial certification of the translator’s signature,
• providing the document in a specific format (e.g., a PDF with a certified copy or a hard copy with a wet seal),
• translation only into Danish, even if English is usually sufficient.

4.2. Preparing the originals

The original documents must be current and complete. Missing signatures, seals, or corrections may lead to refusal of legalization or rejection in Denmark. If the document is old, illegible, or contains outdated data (for example, a change in company management), a duplicate must be obtained from the competent authority in Bulgaria.

4.3. Applying the apostille in Bulgaria

Competent authorities depending on the type of document:
• Ministry of Justice – for judicial and notarial acts.
• Ministry of Foreign Affairs – for administrative documents.
• Ministry of Education and Science – for educational certificates.
• Other departments – for specific certificates (e.g., Ministry of Health).
Deadlines and indicative fees:

The standard apostille procedure takes 3–5 business days. Fees vary depending on the institution and the number of documents.

Urgent/express procedures – pros and cons:

There are express services under which the apostille is affixed within one day. This is useful when deadlines are tight but comes with higher fees and a risk of errors due to rushed processing.

4.4. Official translation for Denmark

Some institutions in Denmark accept translations into English, but when the document is intended for public administration or court procedures, translation into Danish is usually required.
The translation must be performed by a sworn translator. The following must be translated:
• the content of the document,
• all seals and signatures,
• the apostille.

Some Danish institutions require notarial certification of the translation. This is not a universal rule but is often applied to court and labor-law documents.

4.5. Compiling and submitting in Denmark

4.5.1. Originals vs. certified copies

In most cases originals are required. Certified copies are accepted if they are notarized and properly translated.

4.5.2. Electronic submission/scanned copies vs. hard-copy originals

In some procedures in Denmark (for example, registration in the commercial register), electronic submission of scanned documents is allowed. In other cases (court, customs, labor disputes) hard-copy originals are required.

4.5.3. Proof of submission and traceability

It is advisable to keep proof of submission (courier receipt, electronic registration) as well as a copy of the entire document package.

5. Sectoral specifics and sample scenarios

5.1. Construction/installation: contracts, social security documents, powers of attorney

Bulgarian construction companies that send workers to Denmark must present employment contracts, social security certificates, and powers of attorney. All documents must be legalized and translated.

5.2. Transport/logistics: licenses, CMR, powers of attorney, certificates

In the transport sector, licenses, CMR consignment notes, and powers of attorney for representation are required. In international transport it is mandatory that these documents be legalized for acceptance by Danish customs.

5.3. IT and services: service agreements, NDA, proof of competence

Bulgarian IT companies usually sign service agreements and NDAs with Danish partners. To be legally valid, the contracts are required in legalized and translated form.

5.4. Food/cosmetics: certificates of conformity, laboratory protocols, notifications

When exporting food or cosmetic products, certificates of conformity, laboratory protocols, and notifications are mandatory. These documents must go through apostille and official translation.

5.5. Participation in public procurement in Denmark: typical required documents

For participation in Danish public tenders, the most commonly required documents are:
• certificate of current status,
• certificate of no tax liabilities,
• financial statements,
• quality certificates.
All documents must be legalized and translated into Danish.

6. Common mistakes and how to avoid them

6.1. Translation before apostille (double work and wasted time)

One of the most common mistakes is translating the document before affixing the apostille. This leads to unnecessary costs because after affixing the apostille the document must be translated again. The sequence is always: first apostille on the original, then an official translation that includes the apostille itself.

6.2. Incomplete/outdated data (discrepancies in company number, addresses, representatives)

Danish institutions are extremely strict in checking details. If a certificate of current status shows an old address or a manager different from the one listed in the contract, the document may be rejected. Always request up-to-date certificates from the Commercial Register and verify the data.

6.3. Unauthorized/machine translation instead of a sworn translator

Translations done by individuals without sworn status or with automatic tools have no legal value. Danish authorities accept only official translations by sworn translators registered with the Bulgarian Ministry of Foreign Affairs.

6.4. Underestimating deadlines and courier logistics

The apostille can take up to 5 business days, the translation another 2–3 days, and sending hard-copy originals to Denmark up to a week. If you do not allow sufficient time, you risk missing deadlines for tenders or registration procedures.

6.5. Mixing languages in one package without explicit requirement

Combining documents translated into English with others translated into Danish can confuse institutions. If there is no clear instruction, choose one language (most often Danish) and translate all documents consistently.

7. Practical tips

7.1. Always request written instructions (DK/EN) from the receiving party

This eliminates the risk of misinterpretation and saves unnecessary costs.

7.2. Maintain a “core” of frequently needed documents, updated every 3–6 months

Companies that often work in Denmark should have current documents ready (articles of association, certificate of current status, tax certificates).

7.3. Use a single end-to-end agency (apostille + translation + notary)

This reduces the risk of errors, facilitates communication, and ensures consistency.

7.4. Archiving and version control (digital copies, register of submitted packages)

Create an internal archive with electronic copies of all documents and track where each package has been submitted. This facilitates future procedures.

7.5. Confidentiality and GDPR – work only with vetted providers

The data in the documents are sensitive. Choose agencies that have a confidentiality policy and comply with European data protection standards.

8. Deadlines, costs, and planning

8.1. Typical timelines by stage

• Apostille: 3–5 business days (express – 1 day).
  • Translation: 2–3 business days depending on volume.
  • Notarial certification: 1 day.
  • Delivery to Denmark: 2–7 days depending on the courier chosen.

8.2. Cost optimization

• Group documents for apostille instead of submitting separately.
  • Choose the language according to the requirement—if English is sufficient, you avoid an additional translation.
  • Maintain a ready “core” of documents to avoid paying again for rush services.

8.3. Buffer for tenders, audits, and inspections

For public tenders in Denmark, legalized documents are required within tight deadlines. Always allow at least a 1–2 week buffer.

9. Conclusion

Legalization of documents for Denmark requires:
• checking the requirements,
• obtaining up-to-date originals,
• applying the apostille,
• official translation (Danish or English),
• if necessary – notarial certification,
• compiling and submitting in Denmark.

Mistakes are costly: rejected registrations, lost contracts, missed public tenders. With proper planning you gain time, trust, and business opportunities.
By following these steps, you will ensure a stable presence on the Danish market and avoid administrative pitfalls.

10. Do you need translation and legalization of documents for Denmark?

Our team will help you go through the process without stress and confusion. We offer:
Apostille and legalization of all types of corporate documents
Translation into Danish or English by sworn translators
Notarial certification and full compilation of the package
Clear deadlines and fixed prices
Confidentiality and a GDPR-compliant process
👉 Contact us today for a free check of your documents and a personalized quote!